Michigan Technological University is seeking an Administrative Aide for our Graduate School department. They are looking for someone who wants an opportunity for skill expansion and professional development. We are seeking a collaborative, service-oriented team player adept at managing shifting priorities and seamlessly pivoting between tasks while maintaining a high level of accuracy in a high-traffic environment. Our office is dynamic, with routine tasks every day and seasonal projects throughout the year as we welcome new students and congratulate our graduates. If you are organized and tech-savvy, we want to hear from you.
Responsibilities and Essential Duties
1. Front-End Operations & Administrative Support
- Customer Service & Logistics: Deliver friendly, high-quality professional service as the primary face of the department. Provide a seamless experience for all visitors and callers while coordinating office logistics, including mail processing and the management of daily tasks.
- Executive & Departmental Support: Provide administrative assistance to the Graduate School, including meeting arrangements, content for web updates, blogs, and university news articles.
- Space Coordination: Maintain a highly organized workspace and professional atmosphere across the office floor, ensuring all public-facing areas are tidy and reflective of the department’s professional standards.
- Event Coordination: Provide essential administrative support for special projects and university events, assisting with scheduling, material preparation, and day-of operations to ensure a seamless experience for all attendees.
2. Financial & Data Management
- Fiscal Responsibility: Assist with departmental finances by processing check requests, purchase requisitions, and Concur reports, while reconciling accounts.
- Data Analysis & Reporting: Analyze student and applicant data to generate targeted communications and benchmarking reports (e.g., tuition and stipend comparisons).
- Record Integrity: Independently manage data entry and validation for Graduate School information systems and resolve any data discrepancies.
3. Policy Compliance & Process Improvement
- Award & Support Oversight: Review and process tuition-only awards and "termination of support" requests, ensuring strict adherence to University policy and providing guidance to other departments.
- Continuous Improvement: Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
4. Professional and University Standards
- Efficiency & Confidentiality: Maintain strict confidentiality of records and prioritize multiple tasks independently for timely completion
- Safety: Apply safety-related knowledge, skills, and practices to everyday work.
5. Cross Departmental Support Expectations
- Flexibly support evolving departmental needs and special projects as directed by Graduate School leadership.
Required Education, Certifications, Licensures
- High school diploma or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
- Two years of office/clerical experience.
- Two years of customer service experience.
- Two years of experience using computers and basic software packages.
Desirable Education and/or Experience
- Familiarity and experience with Banner and WebFocus.
- Experience updating websites.
- Experience working with graduate students.
- Two years of professional office/clerical experience.
Required Knowledge, Skills, and/or Abilities
Communication & Interpersonal Excellence
- Effective Communication: Strong written and oral communication skills, with a focus on accuracy in grammar, spelling, and punctuation.
- Inclusive Customer Service: Proven ability to work well with others and interact professionally with a diverse community of students, faculty, and staff from various backgrounds.
- Office Coordination & Appearance: Ability to maintain an organized, clean, and welcoming office environment, providing a professional and friendly first impression for the floor and all visitors.
Organization & Task Management
- Prioritization: The ability to independently organize and manage multiple assignments simultaneously.
- Resilience & Precision: A track record of maintaining high accuracy and strict attention to detail, even when facing frequent interruptions.
Teamwork & Professional Growth
- Collaboration: A dedicated team player who contributes to the smooth operation of the office and the collective success of the group.
- Adaptability: A proactive learner who is willing and able to follow instructions and grow within the role.
Workplace Safety
Environment: A demonstrated commitment to fostering and contributing to a safe work environment for all.
Desirable Knowledge, Skills, and/or Abilities
- Institutional Literacy: A functional understanding of University-specific policies, protocols, and procedures.
- Google Workspace Proficiency: Full competency across the Google Suite, including Calendar, Gmail, Drive, Forms, Sheets, and Docs.
- Advanced Technical Skills: Demonstrated ability to perform complex software tasks, including data sorting, graph creation, mail merges, and the development of pivot tables.
Work Environment and/or Physical Demands
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand, walk and reach with hands and arms. The employee is regularly required to sit; talk or hear; and use hands to finger, handle, or feel an object. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move boxes up to 25 pounds.
The noise level in the work environment is usually low to moderate.
Required Training and Other Conditions of Employment
Every employee at Michigan Technological University will receive the following training courses:
- Employee Safety Overview
- Annual Data Security Training
- Anti-Harassment, Discrimination, Retaliation Training
- Annual Title IX Training
Additional training will be required by the department on a periodic basis.
Background Check:
Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.
Other Conditions of Employment:
The successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment. Visa sponsorship is unavailable at this time. This is not an E-Verified Position.
Full-Time Equivalent (FTE) % (1=100%)
Contractual. External candidates will receive the minimum amount $18.04 hr
Title of Position Supervisor
Special Instructions to Applicants (if applicable)
UAW Posting - 05/20/2026 - 05/27/2026
External Applicants are encouraged to apply, however internal UAW applicants are given first consideration if they apply during the internal UAW posting dates.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
If you require any auxiliary aids, services, or accommodations during Michigan Tech’s hiring process please notify the Human Resources office at 906-487-2280 or [email protected].
Other Conditions of Employment:
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.
Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities.
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. Michigan Tech will provide a paper copy upon request; please contact the Michigan Tech Public Safety.
In compliance with the federal Drug-Free Schools and Communities Act (DFSCA) and its implementing regulations (34 CFR Part 86), Michigan Tech is committed to maintaining a drugfree campus environment and actively promoting the health and safety of its community. Find our notice that outlines the University's policies, legal sanctions, health risks, and available support resources related to the unlawful possession, use, or distribution of illicit drugs and alcohol.
